Shipping Instruction Template
Tells the carrier exactly how the bill of lading should read: parties, routing, cargo description and freight terms.
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| Container No. | Description | HS Code | Pkgs | Pkg Type | Gross Wt (KG) | Vol (CBM) | |
|---|---|---|---|---|---|---|---|
About this document
A shipping instruction tells the carrier or forwarder how to issue the transport document. It is the source the bill of lading is typed from, which is why the details on it need to be final. Every party name, mark and description on the instruction reappears on a document that is difficult and expensive to amend once issued.
It becomes the bill of lading
Carriers draft the bill of lading from the shipping instruction, usually with little checking. Spelling of the consignee, the notify party, the description of goods and the marks all carry across as submitted. Amending a bill of lading after issue attracts a fee and, where originals have been released, can require them back first. So the instruction is the last cheap moment to be accurate.
Say who the bill is consigned to
To order, to order of a named bank, or straight to a named consignee are three different commercial positions. A straight bill lets the named consignee collect without producing paper. An order bill is negotiable and can be held until payment. Where a letter of credit is involved, the credit dictates the wording, and it must be followed exactly or the bank will reject the document.
Match the rest of the document set
The description of goods, weights and package counts should agree with the commercial invoice and packing list. Banks examining documents under a letter of credit check consistency between them, and a mismatch is a discrepancy that suspends payment even where the shipment itself is perfect.
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Keep building your document set
- Commercial InvoiceGoods, values and payment details.
- Packing List — DetailedPackages, weights and dimensions.
- Certificate of OriginThe declared origin of your goods.
- Bill of LadingShipper, consignee and cargo details.
- Shipper's Letter of InstructionInstructions for your freight forwarder.
- Verified Gross Mass DeclarationThe verified weight of a packed container.
Questions
+What is the difference between a shipping instruction and a shipper's letter of instruction?
They overlap heavily and the terms are often used interchangeably. In practice a shipper's letter of instruction is broader and addressed to a freight forwarder, including customs filing authority. A shipping instruction is narrower and focused on how the carrier should issue the transport document.
+What does to order mean on a bill of lading?
It means the bill is negotiable and title passes by endorsement, so whoever lawfully holds the endorsed original can claim the goods. It is used where the seller wants to retain control until payment, and is standard under letters of credit.
+When is the shipping instruction due?
Before the carrier's documentation cut-off, which is usually earlier than the cargo cut-off and often several days before sailing. Missing it can mean the container sails without correct documentation, or does not sail at all.
+Can I change the bill of lading after it is issued?
Sometimes, with a fee and the carrier's agreement, and only before originals are released in many cases. Once originals are in circulation, changes usually require their return. It is far cheaper to get the instruction right.
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